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Support Services Clerk

2 weeks ago

Sackville, Canada Mount Allison University Full time

**Position description**:
Reporting to the Manager, Bookstore & Support Services, the Support Services Clerk is responsible for logistics related to the processing of inbound and outbound University shipments, providing shipping services to the public and all aspects of University mail, including student mail processing and delivery.

This role has physical demands and requires the ability to manually handle heavy shipments, up to 50 lbs. The Support Service Clerk needs to be able to make repetitive movements, walk around Campus in all weather conditions.

All employees of the Bookstore & Support Services are expected to assist others working in the department during the year. Other duties, where assistance may be required include but are not limited to customer service, bookstore cash register sales, processing & distribution of mail for the University and Students (i.e. covering rounds, processing incoming mail, releasing mail to students), processing ID’s, general Bookstore merchandising and providing printing services. This cross-functional, team approach requires extra skills to be acquired and utilized when necessary to cover services the department provides to the University.

**Shipping & Receiving**
- Verify, inspect and sign for all incoming freight shipments from vendors identify initiator, collect paperwork.
- Enter receiving information for all goods procured with a University purchase order in Colleague.
- Ensure the dispersal of goods as appropriate by mail or Campus freight delivery.
- Collect, inspect and make appropriate shipping decisions for all outgoing shipments; ensure correct University accounts are charged; and arrange pick-ups with vendor as required.
- Trouble shoot problems with incoming and outgoing shipments with couriers; ensure University policies related to shipping and receiving of goods and that special handling requirements are met; and coordinate handling of all goods received other than those on University purchase orders.
- Responsible for handling, chain of custody and regulations related to dangerous goods shipments including but not limited to biohazard and corrosive items.
- Manage files of shipping documents including receiving and customs documentation, transportation of dangerous goods.
- Maintain minimum supply of shipping supplies as needed.
- Maintain storage and shipping area in a safe and efficient manner; arrange temporary storage for shipments if necessary; and ensure safe lifting and delivery practices are used in the shipping area.
- Respond to inquiries for courier, mail and other shipping information and advise employees, faculty and students on options for incoming and outgoing shipments.

**Mail**
- Collect, load and unload incoming University and student mail and packaged from Canada Post Office downtown; accept and sign for signature mail on behalf of the University.
- Sort mail for delivery on Campus; consolidate mail and pack bins in mail in accordance to mail route.
- Deliver mail to buildings in the regular campus mail run; pick up outgoing external and internal mail; maintain security of exams; sort for copy jobs and courier packages for processing at Support Services; and deliver metered outgoing mail to Canada Post.
- Process student mail and packages Weigh and meter outgoing mail in accordance with current Canada Post pricing schedules and regulations; make appropriate mail decisions by type and destination; prepare special outgoing & large mail outs, as requested by departments.
- Assign charges to appropriate department postage accounts for monthly billing.
- Maintain documentation for business reply mail, customs charges, registered mail, etc. as necessary.
- Coordinate purchase and payment of postage for metering equipment.
- Reconcile weekly Electronic Shipping Tools (EST) and monthly Business Reply invoices for approval by manager; prepare monthly billing of departmental postage charges.
- Maintain mail processing station and shipping equipment, making services calls, as necessary.

**Inventory**
- Maintain inventory for the following but not limited to photocopy paper, banker’s boxes, Scantron answer sheets and course evaluation forms for University use.
- Fulfil inventory order and change to appropriate department inventory accounts.

**Student/Employee ID Cards**
- Facilitate requests for new or replacement student and employee ID cards by verifying information, and printing cards.
- Ensure printing equipment and supplies are maintained and secure.

**Other Duties**
- Transport Bookstore deposits to bank night deposit.
- Collect monies from reverse ATM located at Library.
- Arrange service and repairs as needed for department vehicle and clean on a regular basis.
- Assist and cover for the High-Speed Copy Technician during busy times and during absences from the workplace; accept and process high speed duplicating work orders and operate finishing equipment as required.
- Perform other duties as assigned.

**Qualifications/skills*